Key Accountabilities/ Principal ResponsibilitiesPRIMARY DUTIESReception and switchboard dutiesGeneral office administration and assistanceEvents co-ordinationBuilding and office maintenance managed through ForcelinkAssist with overseeing all renovation, refurbishment and building projectsCo-ordinate and implement awareness campaignsOHS complianceVisitor accessAssist in manage designated sitesAssist in managing sub-contractorsClient liaisonInvoicing submission and controlManagement ReportsImplement and adhere to Processes and ProceduresAssist with tenants and leasesEnsure deadlines are met efficiently and effectivelySupport to the business and all departmentsTravel co-ordination and arrangementsArchiving co-ordinationSECONDARY DUTIESManage Designated SitesMaintain service levelsComplete customer focusProvide pro-active inputsFeedback and communication to line managerManage ContractorsEnsure a valid Service Level Agreement (SLA) exists and know all the SLA terms and conditionsEnsure proper service delivery according to the SLA agreementPerformance measurement and if needed institute non-conformancesApprove service schedulesInitiate and approve requests for serviceFollow up on outstanding Work Orders and RequestsEnsure all planned maintenance activities are adhered toEnsure proactive approach by logging proactive calls on a daily basisHSE RequirementReport all accidents and incidentsAssist Health and Safety CommitteeAssist with OHS awareness campaignsEnsure OHS complianceMaintain servicing recordsClient LiaisonRegular Task Feedback to clientEnsure client satisfactionComplete all / any client requestsFeedback to Head OfficeInvoicing ControlEnsure quotations are received and processed for approval with line managerCompare invoices to Work OrdersReconcile invoices at end of the monthApprove and process of payment within specified time frame and forward to AccountsFamiliarise with the approved invoicing procedure and abide by themEnsure timeous submission of invoicing by ContractorsQualification Requirements and work-related experienceGrade 12Min 2-3 years' experience in facilities management industryExperience in writing and presenting reportsGood working knowledge of MSOfficePrevious experience creating and maintaining budgetsBasic understanding of Employment EquityKnowledge of creating Job SpecificationsExperience of contract administrationKnowledge of pre-planned maintenance servicesKnowledge of safety, fire and emergency proceduresKnowledge of Occupational Health and Safety Act and relevant legislationKnowledge of SLA'sKnowledge of basic technology in building (handyman, plumbing and construction)People and Management SkillGood interpersonal skillsGood and proven leadership skillsSelf-motivatedProactiveAble to take control of situationsAble to work under pressure and meet deadlinesAble to meet deadlinesAbility to adapt working structureAble to keep Contractors in line with agreed Service Level Agreements (SLA's)Ability to communicate on high levelCustomer focusedSelf-motivatedIntegrityPunctual and time management skillsComputer literacy skillsKey result areasUnderstand role of reporting to the business and clients alikeUnderstand interworking with various teams to ensure client financial compliancesUnderstanding that feedback and communication is critical to successInterested? Submit your CV now.
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